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Staffing Support Assistant - Nursing Admin. FT; 40 hrs/wk 11:00pm-7:30 am *Jan 2018 start date* (5458)

Children's Hospital & Medical Center - Omaha Omaha, NE
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Job Description

Position starts January 2018

GENERAL SUMMARY:  Under the general direction of the Manager, Business Operations of Clinical Services facilitates the daily staffing process for the inpatient care areas (PICU, NICU, Med-Surg, SSU, ED and Flex Team, or others as assigned); Assures staffing resources and nursing unit needs are appropriately matched on a weekly, daily and shift-by-shift basis. Manages and maintains automated scheduling/staffing systems; Performs time verification for staff in assigned units.

 

Essential Functions/Competencies

% of Time

 

 

40%

  1. Coordinates Staffing Resources
  • Facilitates the daily staffing process for the inpatient care areas (PICU, NICU, Med-Surg, SSU, and Flex Team, or other as assigned);
  • Assures staffing resources and nursing unit needs are appropriately matched on a weekly, daily and shift-by-shift basis.
  • Ensures unit monthly schedules have balanced coverage, minimized overtime and compliance with staffing/scheduling and HR policy
  • Continually adjusts and allocates core, flex, contract, and float staff to provide consistent unit coverage, including “just in time” staffing to address sick calls and other unscheduled absences. Works continuously with available staff to fill open shifts and balance existing work schedules.
  • Participates in daily staffing report meetings and regularly monitors electronic staffing planning workbooks to understand staffing needs on each unit (changes in patient census, patient acuity and under- or over-staffing of work unit).
  • Keeps nurse manager and administrative coordinator staff up-to-date on progress made towards meeting planned and unanticipated staffing requirements; ensures timely notification of issues so that appropriate action can be taken.
  • Prioritizes workload of generating staffing schedules and data entry with daily unit staffing needs. Uses available resources as needed (i.e., receptionists, CNs, managers, etc.) between all units for efficient, timely calling of staff.
  • Monitors productivity accuracy
  • Prepares Flex Team monthly schedules including orientation and maintenance of competency; monitors assignments for compliance with policy
  • Coordinates Contract staff onboarding, oversees utilization for compliance with contract guidelines (schedule, call-off’s, overtime, etc.); reconciles agency billing

30%

  1. Automated Staffing/Scheduling systems
  • Maintains an accurate, master computerized scheduling/staffing system for NICU, PICU, Med-Surg, SSU and Flex Pool, or other as assigned.
  • Serves as expert-user and resource for staffing/scheduling software; assists unit staff as needed with software based issues.
  • Ensures full utilization of software capabilities; enters daily staffing adjustments to reflect actual data and maintains all required staffing/scheduling data and staff database in a timely manner (employee data, competency, licensure, certifications, etc.).
  • Maintains, generates and analyzes staffing reports from staffing/scheduling and other software applications and provides to nursing management (attendance, tardies, staff rosters, competency tracking, etc.).

20%

  1. Timekeeping/Payroll Support
    • Checks and corrects timesheets daily and per pay period for assigned units, ensuring accurate recording of time and appropriate use of pay codes.
    • Researches specific time card discrepancies and reports to applicable unit manager for each applicable pay-period.
    • Serves as expert user and resource for timekeeping processes; acts as a liaison with the Payroll Department for all timekeeping questions and problems; maintains close working relationship to insure own ongoing competency.
    • Orient new and existing staff members to timekeeping policies and proper practices..

5%

  1. Regulatory Compliance/Record-Keeping
  • Maintains scheduling/staffing software, tracks, verifies and documents that nursing staff are current with respect to required licenses, certifications, competencies and other credentials.
  • Maintains accurate staffing metrics and compliance records for regulatory reporting..

 

Regular attendance at work is an essential function of the job.

 

Perform physical requirements as described in the Physical Requirements section

SECONDARY FUNCTIONS/COMPETENCIES

5%

  • Performs other duties assigned.

100%

 

KNOWLEDGE, SKILLS AND ABILITIES:

  • Requires excellent verbal, written, and interpersonal skills.  Ability to create, compose and edit written materials.
  • Ability to make administrative/procedural decisions and judgments. Demonstrates self-direction and attention to details.
  • Knowledge and experience with computers/ word processing packages to include ability to analyze/edit.
  • Ability to operate basic office equipment (i.e. copier, printer, fax).
  • Must be able to perform a variety of duties, often changing from one task to another, without loss of efficiency or composure, and be able to perform under stressful conditions when confronted with multiple requests, demonstrating prioritization skills.
  • Demonstrates ability to maintain confidentiality.
  • Organizational skills for record management.

 

EDUCATION AND EXPERIENCE:
  • High School Diploma or GED required.
  • Minimum 3 years’ scheduling experience required.
  • Previous payroll experience preferred.
  • Experience in a healthcare setting and medical terminology preferred.
  • Intermediated knowledge in Microsoft Word, PowerPoint, Excel, and Outlook required.

Job Details

Date Posted September 18, 2017
Date Closes December 17, 2017
Requisition 993950-13140
Address 8200 Dodge Street
Located In Omaha, NE
Work At Hospital
Department Nursing Administration
Job Type Full-time Employee
Compensation Hourly Wage, Based on Experience
Shift
Nighttime
11:00pm-7:30 am
Hours 40.0 hours per week
Positions Available 1
SOC Category 43-6011.00 Executive Secretaries / Administrative Assistants
Zipcode 68114

This job offers the following benefits

  • 403(b) Retirement Savings Plan
  • Dependent-Care Spending Accounts
  • Flexible Spending Accounts
  • Health-Care Spending Accounts
  • Accidental Death and Dismemberment
  • Business Travel Accident Insurance
  • Dental
  • Dependent Life Insurance
  • Employee Assistance Program (EAP)
  • Group Homeowners and Auto
  • Group Legal
  • Life Insurance
  • Long-Term Disability
  • Maternity / Paternity / Family Leave
  • Medical
  • Prescription Drug Plan
  • Short-Term Disability
  • Supplemental Insurance
  • Vision
  • Voluntary Life Insurance
  • Bereavement Pay
  • Cafeteria / Food
  • Continuing Education Program
  • Credit Union
  • Discounts on Employer Merchandise & Services
  • Employee Referral Program
  • Financial Planning
  • Free Parking
  • Health Fair
  • Nursing Facilities
  • Paid Holidays
  • Paid Vacations
  • Tuition Reimbursement
  • Wellness Program
  • Workout Facilities
  • Achievement Awards
  • Bonus Plan
  • Merit Increases

This job requires the following skills

  • Executive Secretary
  • Payroll Processing
  • Microsoft - Excel
  • Microsoft - Outlook
  • Microsoft - PowerPoint
  • Microsoft - Word
  • Computer Usage
  • Excellent Communications
  • Excellent Logic and Reasoning
  • Excellent Team Member
  • Office Machine Operations
  • Positive Attitude
  • Problem Resolution
  • Spreadsheets
  • Strong Time Management
  • Word Processing
At a Glance
Enjoy these benefits
  • 403(b) Retirement Savings Plan
  • Dependent-Care Spending Accounts
  • Flexible Spending Accounts
  • Health-Care Spending Accounts
  • Accidental Death and Dismemberment
  • And More ...
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